CITY OF OVERBROOK                 DRAFT 

 

MINUTES           REGULAR COUNCIL MEETING                   August 12, 2009     7PM      Overbrook City Hall

 

MEMBERS PRESENT:      Jim Gates, Dorthy Chikly, Jon Brady, Tadd Goodyear and Mayor Don Schultz.   Carol Baughman was absent.                         

 

OTHERS PRESENT:         Erick Berkefeldt, Darrell Simpson, Dale Fox, Mike Lee, Eula Lee Fuller, Chelsea Luther, Donna Crawford, Patty Hylton, Curtis Musick, Steve Simmons, Jim Koger, Karl Umscheid, Shawn Worden, Jon Wilhite, Bev Hix, Vic Robbins and Ed Harmison. 

 

The meeting was called to order by Mayor Don Schultz at 7:00 PM after which roll call determined the presence of a quorum.

 

The Budget Hearing was called to order.  There were no public comments.  Jim Gates moved to approve the 2010 Budget.  Dorthy Chikly seconded; Motion carried 4-0.  The Budget Hearing was closed at 7:04PM.

 

CONSENT AGENDA:  Dorthy Chikly moved to approve the Consent Agenda with the Minutes to be presented at the September Council Meeting.  Motion carried.

 

Executive Session to discuss non-elected personnel:  Dorthy Chikly moved to have an executive session for 15 minutes to discuss non-elected personnel.  Jon Brady seconded; Motion carried 4-0.

 

At 7:20 PM, the meeting was called back to order.  No action was taken during the Executive Session.

 

Dorthy Chikly moved to re-open the Maintenance Superintendent position.  Jim Gates seconded; Following discussion the Motion passed 4-0.

 

Mayor Schultz excused Tadd Goodyear from the meeting so he could attend to his fair board duties on the first night of the Overbrook Fair.

 

Pool update:   Chelsea Luther addressed the Council regarding the pool season.  Discussion items included the Swim Team, the skimmer repair, maintenance items inside the pool house, and chemical storage.  Aug 30th is the last day and it will be a free swim.

 

First Security Bank front curb/sidewalk:  Darrell Simpson discussed the front curb/sidewalk issue with the Council.  Jim Gates moved to establish the following policy in regards to a sidewalk with a curb tied to the downtown area of Overbrook.  The City would be responsible for the first four feet of such sidewalk.  Dorthy Chikly seconded; Motion carried 3-0.

 

Children’s Fishing Pond: Dale Fox and Mike Lee discussed the easement/liability issues with the Council.  This item is to be on the September meeting Agenda.

 

Sewer update:  Vic Robbins and Donna Crawford gave an update on Phase 2.  Vic will be meeting Friday morning with Central Star to discuss the pipeline easement.  There was discussion about the Prairie Orchid.  Phase 2 plans will be updated accordingly once the manhole has been located near lot 10.  Donna Crawford will need the signature form for the sewer project.  Patty Hylton will re-open the grant account using the same account #. Follow-up still needs to be done on the easement at 105 Elm and the disconnect requests at 206 W. Market and 6th and Walnut.  Jim Koger is follow-up with Michael Coffman on the easement for the Ash St sewer addition.  There was also discussion about whether the jet truck had been back to clean the line near the Bostrom’s.  Steve Simmons indicated that he will keep trying.  Donna Crawford discussed the possibility of amending their contract for street repair to change to a possible water system upgrade.  Such an upgrade would be at least a 25% match.  The timeline for a decision would be the end of September.  The Mayor suggested following-up with Bill Jacobs regarding the street survey.  Consensus was to make this an Agenda Item at our next Council Meeting.  Donna also indicated that she had been working with Rita Clary at Rural Development regarding Stimulus Funds and would like to schedule her to come to one of our future meetings.

 

UNFINISHED BUSINESS:

a. Rec Commission update   Jim Gates moved to name Brian Kuermaier and Erick Berkefeldt to the Park and Recreation Commission. Jon Brady seconded; Motion                         carried 3-0. Consensus was for the Council to give guidance regarding the Park and Rec responsibilities for the Pool and the Lake/Children’s Fishing Pond.           The Children’s Fishing Pond Opening/Fishing Derby will be held September 5th.  The Council will discuss the CFP Ordinance later in the meeting.

            b. Ridgeway Lodge window  David Sowers will be coming to look at the repair soon.

 

A 10 Minute break was called at 9:02 PM.  The meeting resumed at 9:12PM.

 

            c. follow-up on sidewalk to Meadowbrook II   following discussion, the consensus was to stand by the previous decision regarding the Meadowbrook II sidewalk.               The Council indicated a desire to have Planning and Zoning establish a sidewalk standard.  The Mayor asked for that to be an action item for Planning and               Zoning.  Such a plan would include both development and maintenance standards.

           

            Following discussion, Jim Gates moved to approve the Children’s Fishing Pond Ordinance (Ordinance #333).  Dorthy Chikly seconded; Motion carried 3-0.  Next         there was discussion regarding City Equipment usage at the City Parks.    When a volunteer uses City Equipment on a city project, our insurance covers the    equipment but not the user.  Consensus was to request that such groups use a qualified operator.

 

            d. sidewalks in business area follow-up  item was addressed earlier in meeting  / related discussion regarding alleys:  Following discussion, it was suggested that                       Tadd Goodyear work with the clerk and Planning and Zoning on establishing an alley policy that would address related items including drainage, trees,                                 gravel, etc.

 

            e. Water Tower Maintenance follow-up   we are waiting on a bid from Pittsburg Tanks- will follow-up in future meeting.

            f.  ATV 4-Wheeler Ordinance update  No news- will follow-up in future meeting.

            g.  follow-up on drainage issue at 600 Maple  following discussion, Steve Simmons is to check with Vic Robbins and G&G Excavating.

            h.  Peddler Ordinance review  No news- will follow-up in future meeting.

            i.  update on Osage County Hazard Mitigation Plan   we have additional information from Sheila Dale and Carol Baughman.  Jim Koger will continue to work on the

                        update.

            j.  Water Line Valve replacement follow-up  following discussion, consensus was to buy the valves and get the repairs scheduled.

            k. 323 Maple follow-up  Building has been cleaned up.  Item tabled until next meeting.

            l. Addtl info from John Devine  The Leadership Firm    following discussion, the consensus was to take no further action at this time.

            m. Storm Ready update    the Storm Ready signs will be installed soon. 

            n. Kennel language review follow-up  no news   Jim Koger is to follow-up with Michael Coffman.

            There was no other unfinished business.

 

NEW BUSINESS                

            a. Well 2 Repair   discussion indicated that the well will have to be pulled for repair.  Steve Simmons is to get bids for the repair. 

            b. GWR rule    no action was taken following discussion of the new Ground Water Rule.

            c. Review record request draft    The clerk was requested to bring fee amounts to the next meeting. 

            d. Review proposed change to the Osage Co. Neighborhood Revitalization Plan   following discussion, Jim Koger is to contact Stephanie                                                           Watson to clarify attachment 1- part 6, and part 14 regarding the Agriculture portion. Item was tabled until next meeting.

            e. Street repair bids  Item was tabled until the water valve repairs are done.

            f.  Dump Truck Repair   also include spreader    Dorthy Chikly moved to approve the Dump Truck repair at Ryan’s Motorsports.  Jim Gates seconded; Motion was                 approved 3-0.  The spreader repair was then discussed.  Jim Gates is to check on the price of the repair.

            g.  iGov website proposal  item was tabled until next meeting.

            There was no other new business

 

CITY OFFICER REPORTS:

 

LAW:  Officer Harmison gave his report.  There was discussion about replacing the white police car.  Consensus was to get additional bids from Chevrolet and Dodge as well as a trade value amount for the white car from Donnie Heberling.

 

At this point Jon Brady moved to have an Executive Session with the Chief of Police for 5 minutes.  Jim Gates seconded; Motion carried 3-0.  The Executive Session began at 10:45PM.

 

At 10:50PM the Council Meeting resumed.  No decisions were made and no action was taken during the Executive Session. 

 

MAINTENANCE: Steve Simmons gave his report.  There was discussion about the 3 in-town bus pickups.  Steve and Jim are to work on the signs.  There was discussion about dumping dirt at the park, the mayor’s recent conversation with Glen Tyson regarding chip and seal, grass seeding, the pool,  and the lift station degreaser.  No actions were taken on these items. Jim Gates moved to repair the brown truck, per the $975 bid from Swisher Automotive.  Dorthy Chikly seconded; Motion passed 3-0.  Curtis Musick asked about putting some dirt in the area by the lake where trees were cleared last winter. Consensus was that this sounded like a good idea. Steve Simmons was asked to check with the well man about the 5/8” meters inside wellhouses 1&2. 

 

TREASURER: Patty Hylton presented her report.  Patty will look to see if the money we paid Bill Jacobs has been placed in streets.  Patty indicated that the pool revenue was up almost $3,000 this year.  Coupled with payroll being down, this was quite a successful pool season.  There was discussion regarding the specific rules for using special highway funds.  Dorthy Chikly moved to rescind the previous Council decision to purchase valves.  Jon Brady seconded; Motion carried 3-0.  Jon Brady moved to retain Long CPA for the 2009 Audit.  Dorthy Chikly seconded, Motion passed 3-0.  Mayor Schultz asked Patty to come to the Park and Rec meeting on September 2nd to discuss how to establish the Park and Rec Treasurer position.

 

CLERK: Jim Koger gave the Clerk report.    Jim was asked to re-program the telemetry to just call us while the responder was being repaired.

 

COUNCIL MEMBER COMMENTS:

 

Jon Brady:  Jon discussed the need to move the road on the east end of the new soccer field.  Consensus was for Jon to stake the proposed location so gravel could be hauled in. 

 

Jim Gates and Dorthy Chikly:  None.

 

MAYOR’S REPORT:  None

 

COMMENTS FROM PUBLIC NOT ON THE AGENDA:  Karl Umscheid items related to the upcoming Children’s Fishing Derby.

 

ADJOURNMENT:

There being no further business to come before the Council, on a motion duly made and seconded by Jim Gates and Dorthy Chikly, the meeting was adjourned at 11:43 PM.

 

Respectfully submitted,

 

 

Jim Koger

City Clerk